FEDERAL PROGRAM

Charles F. Riddle, P.E. Program and Office Engineer

Bureau of Local Roads and Streets

charles.riddle@illinois.gov

847.705.4406

Examples of Federal Programs

• Surface Transportation – Urban (STU)*

• American Recovery and Reinvestment Act (ARA)*

• Surface Transportation – Rural (STR)

• Transportation Bill •High Priority (usually from multi-year ; i.e. SAFETEA-LU)

•Section Funds (usually from fiscal year program)

• Congestion Mitigation and Air Quality (CMAQ)*

• Transportation Enhancement Program (ITEP)*

• Highway Bridge Program (HBP)*

• High Risk Rural Roads (HRR)

• Highway Safety Improvement (HSIP)

• and others

* Comprise most of local program

Keys to Know • Federal funds are reimbursements – not ‘Grants’

• Projects sponsors are required to front money for engineering and then invoice for the appropriate portion of funding reimbursement.

• On State let construction, the State pays the Contractor then bills the project sponsor for their portion.

• In the rare case, where a federal project is let locally, the project sponsor is required to ‘front’ the money and seek reimbursement. In some cases, a percentage of the funds may be made available upon award of the project.

•Engineering Phases cannot be overlapped or combined when federal funds are involved (i.e., PE2 funds will not be authorized prior to PE1 Design Approval).

• All Federally funded projects are required to be in the TIP (Transportation Improvement Program). TIP entry, monitoring and changes are the responsibility of the program administrator, not the project sponsor.

Do’s and Don'ts with Federal Funds • DO Coordinate early with IDOT-BLRS.

• DO Keep program administrator in the communication loop.

• DO Be responsive to inquiries.

• DO Keep a current status of schedule and funding as many federal fund programs have fiscal year constraints. Any changes to the TIP require lead time for approval.

• Do not deviate from the approved scope. Any change would require approval from the Program Administrator or political sponsor.

• Do not bypass the Federal Process, as funds for all phases could be nullified.

Questions?

DISTRICT DEVELOPMENT PROCESS

Charles F. Riddle, P.E. Program and Office Engineer

Bureau of Local Roads and Streets

charles.riddle@illinois.gov

847.705.4406

STP PROJECT MILESTONE SCHEDULE

Municipality: Contact Information

Project: Municipality

Scope of Work: Council/Liaison

TIP #: Consultant

TIP Years (Ph II / Const): IDOT

Section #:

Last Constr & E3 Cost (date ): $

Current Constr & E3 Cost (date: ): $ Date Prepared: Date Revised:

Projected Dates

Initial Est. Kick-Off Revised/Actual

1. Project Scoping Notes

2. IDOT Phase I Kick-off Meeting

3. 1st State/Federal Coordination Meeting

4. Categorical Exclusion Concurrence

5. Design Variance Concurrence

6. Submit Draft Phase I Report (PDR) to IDOT (a)

7. Public Hearing/Meeting (or N/A)

8. Right-of-Way Kick-off Meeting (or N/A)

9. Submit Final Phase I Report (PDR) to IDOT (b)

10. Submit Phase II Engr. Agreem't to IDOT (or N/A)

11. Phase I Design Approval

12. ROW Aquistion Initiation (or N/A) ( c )

13. Phase II Engr. Agreement Approval (or N/A)

14. Submit Pre-Final Plans and Estimates (d)

15. Submit Phase III Engr. Agreement to IDOT

16. Submit Final Plans, Specs & Estimates (PS&E) (e)

17. ROW Acquisition Complete

18. Construction Letting

Notes: See IDOT Local Roads' Mechanics of Project Management

(a) 3 to 6 month review required per complexity and submittal quality "Federal Aid Project Initiation to Completion" Flow Chart for

(b) 1 to 3 month review sequence of events and estimated review times.

(c ) Minimum 9 to 18 months required from plats to acquisition

(d) 1 to 4 month review Prepared by: CATS-Comm. Liaison / IDOT-BLRS (7-11-02, 5-03)

(e) 7 to 10 days before Springfield BLR due date File Name: P:\DATA\CATS\[STP MILESTONES 5-03 doc.xls]Sheet1

Major Milestones (thru PE1)

1. Project Scoping 2. IDOT Phase I Kick-off Meeting 3. 1st State/Federal Coordination Meeting 4. Categorical Exclusion Concurrence 5. Design Variance Concurrence 6. Submit Draft Phase I Report (PDR) to IDOT (review time varies) 7. Public Hearing/Meeting (if applicable) 8. Right-of-Way Kick-off Meeting (if applicable) 9. Submit Final Phase I Report (PDR) to IDOT (review time varies) 10. Submit Phase II Engineering Agreement to IDOT (or N/A) 11. Phase I Design Approval

Major Milestones (cont.)

11. Phase I Design Approval

12. ROW Acquisition Initiation (or N/A) (9 to 18 months)

13. Phase II Engineering Agreement Approval (or N/A)

14. Submit Pre-Final Plans and Estimates (per schedule)

15. Submit Phase III Engineering Agreement to IDOT

16. Submit Final Plans, Specs & Estimates (PS&E) (per schedule)

17. ROW Acquisition Complete

18. Construction Letting

LETTING SCHEDULE: 2012-2013

IDOT - Bureau of Local Roads and Streets

Region One

Pre-Final Plans

to Region One

(Friday)

Final PS & E

AND

Draft Agreement

to Region One

(Monday)

TIP

Revisions Due

(Tuesday)

Program

Revisions Due

(Friday)

CMAP Transportation

Committee Meeting (Friday)

Final Construction

Engineering, Railroad

& Joint Agreements

to BLR

(Friday)

ROW Certified

by Bureau of

Land Acquisition

(Wednesday)

Federal

Authorization

Request

(Friday)

Service Bulletin

(Friday)

Letting

(Friday)

August 26, 2001 October 24, 2011 November 1, 2011 November 11, 2011 November 18, 2011 November 25, 2011 November 30, 2011 December 2, 2011 December 9, 2011 January 20, 2012

October 21, 2011 December 19, 2011 January 3, 2012 January 6, 2012 January 20, 2012 January 20, 2012 January 25, 2012 January 27, 2012 February 3, 2012 March 9, 2012

December 9, 2011 February 6, 2012 February 14, 2012 February 24, 2012 March 2, 2012 March 9, 2012 March 14, 2012 March 16, 2012 March 23, 2012 April 27, 2012

January 27, 2012 March 26, 2012 April 10, 2012 April 13, 2012 April 27, 2012 April 27, 2012 May 2, 2012 May 4, 2012 May 11, 2012 June 15, 2012

March 16, 2012 May 14, 2012 May 29, 2012 June 1, 2012 June 15, 2012 June 15, 2012 June 20, 2012 June 22, 2012 June 29, 2012 August 3, 2012

May 4, 2012 July 2, 2012 July 17, 2012 July 20, 2012 August 3, 2012 August 3, 2012 August 8, 2012 August 10, 2012 August 17, 2012 September 21, 2012

June 22, 2012 August 20, 2012 August 28, 2012 September 7, 2012 September 14, 2012 September 21, 2012 September 26, 2012 September 28, 2012 October 5, 2012 November 9, 2012

August 24, 2012 October 22, 2012 October 30, 2012 November 9, 2012 November 16, 2012 November 23, 2012 November 28, 2012 November 30, 2012 December 7, 2012 January 18, 2013

October 19, 2012 December 17, 2012 January 9, 2013 January 4, 2013 January 18, 2013 January 18, 2013 January 23, 2013 January 25, 2013 February 1, 2013 March 8, 2013

December 7, 2012 February 4, 2013 February 17, 2013 February 22, 2013 March 8, 2013 March 8, 2013 March 13, 2013 March 15, 2013 March 22, 2013 April 26, 2013

January 25, 2013 March 25, 2013 April 17, 2013 April 12, 2013 April 26, 2013 April 26, 2013 May 1, 2013 May 3, 2013 May 10, 2013 June 14, 2013

March 15, 2013 May 13, 2013 May 29, 2013 May 31, 2013 June 7, 2013 June 14, 2013 June 19, 2013 June 21, 2013 June 28, 2013 August 2, 2013

May 3, 2013 July 1, 2013 July 24, 2013 July 19, 2013 August 2, 2013 August 2, 2013 August 7, 2013 August 9, 2013 August 16, 2013 September 20, 2013

June 21, 2013 August 19, 2013 September 11, 2013 September 6, 2013 September 6, 2013 September 20, 2013 September 25, 2013 September 27, 2013 October 4, 2013 November 8, 2013

**Cut-off dates that fall on a Holiday will be due the next business day

Questions?

District Procedures

Coordinated through:

Temi Latinwo

Federal Aid Agreement Technician Bureau of Local Roads and Streets

temi.latinwo@illinois.gov

847.705.4179

Project Implementation

• Project Program Information form

• Agreements

– Local Agency

– Engineering Services

• Invoicing/Reimbursements

• Project Close-out

Project Program Information Form

• Use Region 1 form D1PI0004 • Initiate the project, • Outline project scope, • Location and termini, including stationing • Verify project has been established in the TIP. • State Job & Federal Project Numbers, • Defines funding sources and allocates the funding to

various phases of the project. • Listing of primary contacts for each project. • Submit through the Planning Liaison-

DOT.D1.BLRS@illinois.gov for processing.

Agreements Local Agency Agreements

– Between IDOT and a Local Agency

– Federal funding agreements are reimbursable Use Form: BLR05310

• Construction Phase

• Engineering Phase

• Land acquisition

• Utility work

Engineering Services Agreements – Between a Consultant and Local Agency

– FHWA authorizes Engineering & ROW • Engineering Forms

- Preliminary Engineering form BLR05610

- Construction Engineering form BLR05611

Reimbursements

• Invoice Form BLR05620

• Reimbursement of Federal funds

– Local Agency Pays the consultant

– State Reimburses Local Agency

– Request for reimbursement sent to District Local Roads and Street’s office for processing.

– Project should be invoiced quarterly.

Project Close-out

• Invoice Form BLR05620

• Final invoice is required, no later than one year from the date of completion of the phase of the improvement.

Top 10 Agreement Issues

10. Math errors 9. Wrong project numbers. 8. Missing Project Addendum 7. Missing Consultant Payroll Rates 6. Missing Sub-Consultant Agreement 5. Incorrect version of the form 4. Project scope change 3. Fund Source changes 2. Missing TIP Information. 1. Project not Funded

Questions

Temi Latinwo

Federal Aid Agreement Technician

Illinois Department of Transportation

Bureau of Local Roads & Streets

201 West Center Court

Schaumburg, IL 60196 Direct Line: (847) 705-4179

Fax: (847) 705-4203

Email: temi.latinwo@illinois.gov

Contact Information ILLINOIS DEPARTMENT OF TRANSPORTATION DISTRICT ONE STAFF BUREAU OF LOCAL ROADS AND STREETS EXECUTIVE OFFICE John Fortmann Deputy Director of Highways, Region 1 Engineer 847/705-4110 Anthony Quigley Engineer of Program Implementation 847/705-4117 Carmen Iacullo Assistant to Region One Engineer 847/705-4626 Jose Rios Engineer of Program Development 847/705-4118 BUREAU OF LOCAL ROADS & STREETS Christopher J. Holt Bureau Chief 847/705-4201 Chad Riddle Program and Office Engineer (Phase II) 847/705-4406 FIELD ENGINEERS (Project Managers/Contacts/Phase I) Zubair Haider City of Chicago; Cook County Highways 847/705-4206 Alex Househ North Shore; Northwest; Lake; McHenry 847/705-4410 Kevin Stallworth Southwest; South; Will 847/705-4169 Marilin Solomon North Central; Central; DuPage; Kane/Kendall 847/705-4407 AGREEMENTS/INVOICES Temi Latinwo Agreement Technician 847/705-4179 BUREAU OF LAND ACQUISITION Sheila Derka Local Program Coordinator 847/705-4291 Joy Gustafson Local Program Coordinator 847/705-4296